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Hospital Project Coordinator - min 2 month contract
Enclipse Corp. | Oakland, California
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Job Description

Hospital Project Coordinator

Job Description:

  • Independently develops/manages complex narrative and quantitative reports to meet informational requirements of internal management and external agencies and organizations for critical financial, departmental or operational analyses.

  • Researches and collects complex information needed to complete project milestones and/or reports.

  • Identifies requirements for end-user systems applications, and designs and implements systems and processes to allow access to data and to safeguard data integrity.

  • Develops content for Intranet site and coordinates with communication specialist. Ensures activities meet expectations, utilizing project management techniques and tools to independently resolve scheduling issues and advises management of resolutions.

  • Creates monthly project financial reports in response to business needs; consolidates and analyzes results to provide variance analyses and performance metrics. Participates in various complex special projects and provides analytical back-up support.

  • Interfaces with internal employees across multiple organizations and external parties as a liaison for the department/function.

  • Provides complex administrative and project support to management using advanced MS Office skills (Word, Excel, MS Project, and PowerPoint).

Major Responsibilities:

Complex Cases

  • Lunch Meeting 2x per week on Tues and Thurs; schedule conference rooms, send invitations, order food.

  • On Tues and Thurs mornings before each meeting, work w/Larry & Bernie on the list of patients, type up summaries, send to Bernie for input and copy

  • Resend invitation with patient names

  • Set up room and computer

  • Take notes on action items at the meeting

  • Distribute action items if necessary

RM Steering Committee & Readmissions Meeting

  • Monthly High-Level Director & Executive Meeting; schedule conference rooms, send invitations, order food
  • 7-10 days before the meeting: Prepare Agenda, send to Meeting Leaders to review; then send to Meeting presenters for input/changes

  • 1-2 days before meeting: Type Final Agenda, and post Agenda on invitation and resend

  • Day before/morning of meeting: copy Agenda for meeting, set up room,prepare computer and presentations,drive Powerpoint and other presentations and record them on Webex during the meeting

RM quarterly report for Medical Executive Committee

  • This report is based on the RMSC monthly meeting report-outs. This report takes 40+ hours to complete from start to finish.

  • 2 weeks before due date, listen to RMSC recorded meeting, review presenters' notes, and type up the relevant information

  • Draft an outline of the report, determine the missing pieces and contact the presenters for missing info

  • 4-5 days before due date, send draft of report to Ed and Flo for review; also send to RMSC presenters included in the report, if time allows.

  • Input changes/comments and email final report.

Inpatient Interpreter Services 

  • When there is a complaint in DSB or from one of the units, go to the floors and test WOWs and iPads

  • Contact Local IT as needed to make sure equipment is working

  • Field phone calls and meet with Dept Managers about nonfunctioning equipment

  • Walk the floors with Stratus Video vendor and with Local IT to troubleshoot equipment

  • Walk the floors with LanguageLine vendor to distribute dual phones, badge cards and phone number

  • Keep in touch with Regional IT about issues

  • Keep in touch with TPMG Interpreter Director partner about issues

  • Every month, visit all Dept Managers in each inpatient unit in person to find if there are equipment issues I can help with

  • Review the monthly bills from the two separate vendors -- LanguageLine (audio only); Stratus Video (video interpreter services)

  • Every quarter, contribute to the inpatient section of the Medical Executive Committee Language Services report

  • Other work as needed, including work on reports; schedule and set up meetings; create Agendas, take notes, update chart

Examples include:

  • Identified barriers and prepared gap analysis for Regional Hospital Model of Care (HMOC) document, including emailing and compiling survey data from leadership, and creating a gap analysis document.

  • Met with stakeholders to review the gap analysis before they met with Region in September 2017.

  • Completed draft template of PDR Action Items from the 2018 RM Planning meeting held on Nov 16.

  • Running reports in HealthConnect.

  • Assisting my team/co-workers.


  • Minimum seven (7) years of administrative support.

  • Minimum three (3) years of functional analytical experience.

  • MS Office skills (Word, Excel, MS Project, and PowerPoint).

  • Advanced knowledge of Excel and PowerPoint.

  • Excellent customer service and oral and written communication skills required.

  • Ability to acquire and use in-depth knowledge of internal policies, practices, practices, business principles, theories, concepts, and systems.

  • Ability to apply advanced business theories/concepts to accomplish significant department projects and/or initiatives.

  • Ability to exercise independent judgment using experience, knowledge, skills and abilities to make sound decisions.

  • Uses quantitative and analytical skills to create reports.

  • Ability to manage projects.

  • Experience with running Data Management reports and performing analysis

  • Experience with taking minutes and tracking action items

  • Must be able to work in a Labor Management Partnership environment.

  • High School Diploma or GED required, Bachelor's degree preferred.


Applicants must be eligible to work in the specified location

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